Privacy Policy

Last updated 17th October 2026

1. 1.Who we are

   KārgāhFlow is a New Zealand business, and we handle personal information under New Zealand’s Privacy Act 2020. In this policy, “we” means KārgāhFlow, and “your company” means the business that signed up and invited you.

   If you work for a company that uses KārgāhFlow, that company is responsible for the information it keeps about you here, and we look after it for them. Your company can usually answer questions about your own records fastest, but you are always welcome to send us a message.

2. 2.What we keep

   • Your account: your name, email address and phone number, a profile photo if you add one, and when you last used the app, which lets people in your company see whether you are online. Your password is stored only as a one-way scramble, which nobody can turn back into the password.
   • Your work: when you clock in and out, and which job it was for. Your expense claims and receipt photos, your leave requests and the reasons you give, the licences and certificates you upload, your messages, and the pay rates and hours your company sets for you.
   • Where you were: if you let the app use your location, it records where your phone was when you clocked in or out, when you took a photo on a job or an inspection, and when an inspection or a customer’s sign-off was finished. If you don’t, or your phone can’t find itself, the app records a rough location for the clock-in or clock-out instead, worked out from your internet connection. That is usually only accurate to the nearest town, and the app labels it as approximate. When the app suggests which job you are at, it compares your location with your jobs on your phone, and that check is not sent to us. If your company uses automatic clock-in and you turn it on, the app also checks where your phone is each time you open it. It sends that location to us only when it finds you at one of your jobs and asks to clock you in, just as a tap would. If it does not clock you in, we keep nothing from that check, and the app never looks at your location while it is closed. A clock-out from a notification records no location.
   • Your company’s jobs and customers: each job, with its number, notes, photos and files, and the customers your company works for. For each customer we keep their sites (the address, how to get in and what to watch out for) and the people to contact there, with their names, phone numbers and email addresses. We also keep the roster of who goes where each day, the inspections done on jobs with their answers, scores, photos and signatures, and the name and signature of any customer who signs a job off. For the office, we keep the rates your company charges, the suppliers it buys from, and the bills and receipts for each job.
   • Your company’s invoices: each invoice and credit note your company sends, with the customer’s name, address and email as they were when it was sent, the payments your company records against it, and when the customer first opened it and how often.
   • Your company: its name, logo, website, timezone, tax details and settings, and the bank account it prints on its invoices. Card payments go through Stripe, which holds the card details. We never see the full card number.
   • Your devices: if you turn on notifications, the address your browser gives us to deliver them. For each device you are signed in on, the type of browser and device, so you can see where you are signed in and sign any of them out.
   • Reviews: if you write a review of KārgāhFlow, your star rating, your words and your agreement to have them published.
   • Server logs: like every website, our servers keep a log of the requests they receive, and those logs include IP addresses.
   • Our website: whatever you type into the “Get in touch” form. To show prices in your own currency, pages that show prices look up your rough location from your IP address.

3. 3.What we use it for

   We use your information to run KārgāhFlow for your company. That covers timesheets, jobs, the roster, inspections, approvals, payroll exports and everything else the app does.

   We also use it to send the emails and notifications you would expect. Examples are invitations and password resets, decisions on your claims and leave, changes to your roster, new messages, a reminder when you may have forgotten to clock out, a note to the office when something is waiting for approval or an inspection falls below its pass mark, and the daily summary. Your company chooses who receives the message emails and the daily summary.

   When your company sends an invoice, a credit note or a reminder from the app, we email it to the customer in your company’s name. Nothing is sent to a customer unless someone in your company sends it.

   When you ask the app to fill in a form from a photo of a receipt, a supplier’s docket or a document, or to build an inspection form from a photo of a paper one, we send that picture to be read for you.

   We use it to bill your company, to help when you ask for support, and to keep the service secure and working properly.

   We do not sell, rent or trade your information, and we do not use it for advertising.

4. 4.Who can see it

   • People in your company, depending on their role. The founder and admins see the team’s records. A worker sees their own records, plus what they need for the jobs they are on, such as the site’s address, how to get in, the customer’s name and who else is rostered with them.
   • People your company sends something to from the app, for example an inspection report or an invoice emailed to a customer, or timesheets sent to its accountant.
   • Anyone who has an invoice’s private link. The email to the customer carries a link to a page showing the invoice and how to pay it, and that page opens without signing in. That is why the link goes only to the customer, and your company can make a new link at any time, which stops the old one working.
   • Anyone visiting our website can see the name and logo of each company using KārgāhFlow. They appear on our Progress page and in the list people choose from when they sign up to join their company.
   • If you publish a review, anyone reading our homepage can see it, with your first name and the first letter of your last name, your role and your company’s name. We publish a review only after we have approved it.
   • Us, but only to support your company or keep the service running.
   • The services listed in the next section, each one only for the job it does for us.

   Each company’s information is kept apart from every other company’s.

5. 5.The services we use

   • Our main servers, which hold the database, are in Malaysia.
   • Amazon Web Services stores uploaded files in Sydney, Australia. That includes receipts, photos, documents, logos, and the photos, signatures and reports on jobs and inspections. It also sends our emails and queues our notifications from the United States.
   • Stripe takes card payments, and your card details go straight to Stripe. Stripe’s software runs on the app’s pages once you are signed in, and it sets cookies of its own to help it detect card fraud.
   • Anthropic’s AI reads a photo of a receipt, a docket, a document or a paper form when you ask the app to fill in a form or make one from it.
   • Google provides the maps, satellite and 3D views, Street View and address search in the app, and the fonts the app and our website use.
   • Your browser’s own push service (run by Google, Apple, Mozilla or Microsoft) delivers notifications to the devices where you turned them on.
   • get.geojs.io works out a rough location from an IP address. We use it to show prices in your currency, and for the rough clock-in location described in section 2. open.er-api.com provides the exchange rates for those prices.
   • The small flag pictures beside phone numbers come from flagcdn.com and from GitHub. Like any website a picture is loaded from, they see your IP address.

   Some of these services are outside New Zealand. We use well-established providers that protect information with safeguards comparable to those in New Zealand.

6. 6.Cookies and your browser

   KārgāhFlow sets two cookies, and both are there to keep you signed in. Once you are signed in, Stripe adds cookies of its own, which it uses to detect card fraud.

   Your browser also keeps a few things on your own device. Some are preferences, such as whether “Stay signed in” is ticked, your currency, whether sounds are on and which tips you have closed. Others are there for when you lose signal. If you clock in or out without a connection, or fill in an inspection, your phone holds the clock-in or the answers until it can send them to us, and that includes the time, the job and your location.

   We do not use advertising cookies or analytics cookies.

7. 7.How long we keep it

   We keep your company’s information for as long as your company uses KārgāhFlow. When a company leaves, we archive its account and then delete it, along with everything in it. Deleted information can stay in our backups.

   If a company deletes a person, their account goes, and so do their hours, claims, leave, documents, the messages they sent and their days on the roster. The company’s jobs, customers, inspections, invoices and sign-offs stay with the company. Some records keep a copy of the person’s name for the company’s own history, such as emails sent from the app, and notes and inspections on a job. A published review keeps the first name and initial it was published under.

8. 8.Keeping it safe

   Everything travelling between your device and KārgāhFlow is SSL/TLS encrypted. Passwords are stored only in scrambled form. Documents are kept in private storage and open through links that expire after a short time. An invoice’s page for its customer opens only from its own private link, which cannot be worked out from anything else. Every request is checked against your company and your role before anything is shown or changed.

   No system is perfectly secure. If something goes wrong that affects your information, we will tell the companies affected. Where the law requires it, we will also tell the Privacy Commissioner and the people affected.

9. 9.Your rights

   You can ask to see the information we hold about you, and ask us to correct anything that is wrong. Send us a message, or ask your company, which can change most of it directly.

   To have your account deleted, ask your company. Section 7 explains what goes and what stays.

   If you are unhappy with how we have handled your information, please tell us so we can try to put it right. You can also complain to the Office of the Privacy Commissioner at privacy.org.nz.

10. 10.Children

    KārgāhFlow is a tool for businesses. It is not meant for anyone under 16.

11. 11.Changes to this policy

    When we change this policy, we change the date at the top as well. If a change affects how your information is used, we will email the founder of each company before it takes effect.

Questions about this page? Send us a message. See also our Terms of Service.